Tip o’ the Week 469 – To-Do Files and Accounts

clip_image002ToW has featured Wunderlist and To-Do on a number of occasions; it’s good to see new functionality being added to the To-Do app & service, and the hits just keep on coming. If you haven’t tried it out yet, get To-Do from the Store, or just play with it online. Install it on your phone, too – fruit | robot.

clip_image004Recently, the Windows To-Do app was updated with a couple of key features, including the ability to add files (up to 25Mb in size) to items – though not yet if your list is shared.

It’s also now possible to add multiple accounts to the Windows To-Do app; so you can have several Office 365 or personal Microsoft Accounts – and switch between them without needing to sign out and in again. Maybe something that Teams could aspire to

To keep up with further news, check out the To-Do blog, or the Twitter account.

Tip o’ the Week 465 – Cortana, remind me To-Do sync

clip_image002The ongoing post-Wunderlist improvements to To-Do, continue apace. The app has clip_image004been updated again recently, to include a bunch of additional functionality, like Cortana integration.

In fact, the Store listing name for To-Do is now appended with some additional context of what it can now do, at least if your language is English and you’re in US, UK, India or Australia.

clip_image006By asking Cortana to remind you of something, she’ll add it to your Outlook Tasks and To-Do reminders – if you’re set up that way – and you can manage lists within the To-Do app itself, or access the same To-Do Lists or Reminders from within the Cortana Notebook.

clip_image008You don’t even need to go into the Cortana UI (or say “Hey Cortana”) to add things to be reminded – any app that implements Share functionality, like the Edge browser’s Share page toolbar command – will let you target Cortana Reminders.

clip_image010clip_image012You can set a reminder time, which will then sync to Outlook Tasks and on to To-Do, if you’ve set up Office 365 or Outlook.com integration, and will trigger a reminder using those mechanisms (get ready for toast overload…) Alternatively, get Cortana to ping you when you arrive at a place or next talk with a known contact.

Cortana’s past tells a good story, and her future is changing somewhat – after deciding to stop positioning her as a potential competitor to Amazon Alexa or Google assistants, a forthcoming release of Windows 10 will break the bond between Windows Search & Cortana, and the voice prompts from Cortana during Windows Setup will be silenced when installing a non-Home version of Windows too.

Tip o’ the Week 434 – To Do: update To-Do

clip_image002Lots of people like to-do lists – from Post-it notes stuck on the side of your monitor (or the digital equivalent on your PC’s desktop), to the Tasks you might have in Outlook, up to dedicated list-management apps that run on your PC and on your phone; such delights have been covered in ToW’s passim, (the Wunder of lists, or what a right To-Do we’re in… see #various).

Well, the seemingly unloved Microsoft To-Do app has been updated recently, with a few new clip_image004capabilities – notably steps (sub-tasks, in other words) and the ability to share lists.

The Windows Weekly video from MJF and Paul Thurrott talked a little about To-Do recently, too.

See here for more details on the updates. List sharing sounds a lot like the existing Wunderlist capability, to collaborate on tasks with someone you work or live with; for now at least it’s most likely one or the other.

You can share a list with someone else only within the same organisation, if you’re signed in with Office 365 credentials – so you can’t share with parties outside of your own O365 org. if you choose to mix work and home, then you’d need to sign in with your Microsoft Account to be able to share tasks with your SO, unless they also happen to be a co-worker.

clip_image006Steps are simply a way of breaking things down – handy if your method of task management starts with “Sort my life out” / “Get a new job” / “become a millionaire”,  rather than going in at the level where action is obvious… (“Tidy my bedroom” / “re-write my CV” / “buy a lottery ticket”).

There are so many time management tools and techniques out there; like diets, maybe one day we’ll find a single one that can’t be improved on, and put an end to the industry peddling new ideas. Some people love to work on task management, some people just don’t do it. We think we work one way, but when stressed, do it the other…

Before you do any more thinking on Time Management, go and watch the lecture by the late Randy Pausch – a brilliant professor and speaker, had terminal pancreatic cancer when he delivered “The Last Lecture” and then, later (wha?), gave an extremely practical session on time management: someone with hardly any time left (he died 8 months later) knows more about managing time than any corporate productivity jockey.

If you haven’t watched both of these, go and carve out 3 hours of your life, and do so. You won’t regret it. Srsly.

Tip o’ the Week 415 – Another right To-Do

clip_image002It’s been 9 months since the unveiling of Microsoft To-Do, the task manager app that will someday replace the much loved Wunderlist (see ToWs passim317, 376, et al); the celebrations were muted in the halls of Wunderlist superfans, though, as To-Do has a much reduced feature set, albeit with a mission to be clear and easy to use. “Maybe it’ll catch up quickly”, some said.

There has been very little noticeable progress on the features front, though there have been lots of minor upgrades and fixes to the Windows 10, iOS and AndroidMicrosoft To-Do” apps (note the hyphen and the design of the icon; the respective app stores are awash with inferior “todo” apps with a variety of tick logos).

Since publishing this tip internally at Microsoft (where some early builds of new functionality are available in test versions), Thurrott.com highlighted the quiet announcement that we’re working on shared lists and subtasks, as well as deeper integration to Outlook. Watch that space, basically.

Recently, though, the To-Do web app has been released in clip_image004the Office365 Portal (after a few months of opt-in preview), and a tantalizing teaser shows up on the “Your apps” page… though doesn’t really tell you a whole lot that isn’t immediately obvious.

To-Do can import tasks from your existing Wunderlist task list if you have one, and automatically syncs with Outlook Tasks, therein exposing a rub – most people will have signed in to Wunderlist with their Microsoft Account, but for To-Do and Outlook to get along well, you’ll need to be using Office365 and therefore a different set of creds.

There are various solutions, the practicality of which will depend on how many active items you have in Wunderlist – you could share your MSA-homed lists with your O365 credentials, then log in with the latter and copy the contents across. Laborious, maybe.

You could make a clean break, or else use the Outlook addin for Wunderlist to sync the list items into Outlook as Tasks, then install To-Do and sync them back out again.

clip_image006The To-Do / Outlook task sync is pretty quick – just add an item to your To-Do app and it will quickly appear in your Outlook tasks view, reminders, notes and all. See more here.

The reverse is also true, though if you add Outlook tasks without putting them directly in the folders created to mimic the To-Do structure, (such as Tasks that were created in OneNote), the new item will just be lumped in the general “To-Do” list at the top.

Dragging and dropping the item, either within Outlook (from the clip_image008“Tasks” list into on a suitable corresponding folder to your To-Do lists) or by doing the same within the To-Do app or web app itself, and you’ll keep things nicely arranged.

If you like the idea of being more task organised, find Outlook Tasks too cumbersome, then To-Do could be a great way of simplifying the junction. It may not be as functionally rich as Wunderlist, but the latter is still available for those who want it.